CITY ADMINISTRATION COMMMITTEE Date: December 19, 2018 Time: 6:00 PM Location: Common Council Chambers, 3 rd Floor, City Hall Item 1. Call to Order 1.1 Agenda Review 1.2 Review and Approval of Minutes Approval of November 2018 Minutes 1.3 Statements from the Public 1.4 Council s Response AGENDA ITEMS Voting Item? No Yes Presenter(s) Chair, Deb Mohlenhoff *Note: We will review the number of cards received at the beginning of each meeting and adjust time if needed. Time Allotted 15 Mins* 2. MATCom Presentation Sidewalk Snow Removal MATCom Commissioners 40 Mins 3. Consent 3.1 DPW Amendment to Personnel Roster 3.2 Release of Funds for Tompkins Center for History & Culture 3.3 Release of Funds for Mental Health Court Resource Coordinator 3.4 IFD Award of Bid Yes 5 Mins 4. Finance, Budget and Appropriations 4.1 Bond Resolution Yes Steve Thayer, Controller 5 Mins 5. City Administration, Human Resources and Policy 5.1 Ordinance - State Parking Garage Code Standards 5.2 Discussion - Legal and Logistical Planning for Public Protests 6. Discussion 6.1 Work Plan 2019 - Structure of Government - Council Rules and Procedures - Odd/Even Parking 7. Meeting Wrap-Up 7.1 Announcements 7.2 Next Meeting Date: January 16, 2019 7.3 Review Agenda Items for Next Meeting 7.4 Adjourn Yes No Tom Parsons, Fire Chief Ari Lavine, Attorney Pete Tyler, Police Chief 10 Mins 15 Mins 15 Mins No All 20 Mins No All 5 Mins If you have a disability that will require special arrangements to be made for you to fully participate in the meeting, please contact the City Clerk at 274-6570 at least 48 hours before the meeting. Out of consideration for the health of other individuals, please refrain from using perfume/cologne and other scented personal care products at City of Ithaca meetings. Thank you for your cooperation and understanding.
3. Consent.1 DPW - Amendment to Personnel Roster WHEREAS, the Department of Public Works, Streets and Facilities Division has received funding for a new crew to perform additional road maintenance and repair work including paving, road reconstruction, stormwater repairs, and snow removal, and WHEREAS, additional supervisory capacity is needed to assist the Supervisor of Streets to train new personnel and direct additional road-related maintenance and repair activities, now therefore, be it RESOLVED, that the Personnel Roster of the Department of Public Works be amended as follows: Add: One (1) Assistant Supervisor of Streets and be it further RESOLVED, That the position of Assistant Supervisor of Streets shall be assigned to the CSEA DPW Unit Compensation Plan at salary grade 9, and be it further RESOLVED, That for the sole purpose of determining days worked reportable to the New York State and Local Employees Retirement System, the standard workday for the Assistant Supervisor of Streets position shall be established at eight (8) hours per day (forty (40) hours per week), and be it further RESOLVED, That the above changes shall be funded 67.5% from Account A5111-115 (Maintenance of Roads Hourly Full-Time) and 32.5% from Account SD8141-115 (Storm Sewers Hourly Full- Time). CA Agenda 12/19/18
CITY OF ITHACA 108 East Green Street, Ithaca, New York 14850-6590 DEPARTMENT OF PUBLIC WORKS Michael J. Thorne, P.E., Superintendent Telephone: 607/274-6531 Fax: 607/274-6587 TO: FROM: Common Council Michael J. Thorne, P.E. Superintendent of Public Works DATE: December 12, 2018 RE: Assistant Supervisor of Streets Position for Department of Public Works Dear Council Members, As you are aware, the 2019 budget includes funding for seven (7) additional positions in the Streets and Facilities division of the Department of Public Works to perform additional street and stormwater maintenance and repair work. Currently, the highway group in the Streets and Facilities division is led by the Supervisor of Streets, who manages five Working Supervisors and approximately 15 crew members for all road, bridge, and stormwater repair work. With seven additional crew members and an increased workload, we recognized the need for an additional supervisory position to assist the Supervisor of Streets. In our request for funding of the new crew, DPW had envisioned and budgeted for a Grade 9 level position in the CSEA DPW unit, although we hadn t decided on a position title and duties at the time. As we started looking at the new organization in terms of workload and succession planning, we determined that an Assistant Supervisor of Streets position is needed. The Assistant Supervisor of Streets will help train new personnel, and plan, coordinate, and manage larger road and stormwater repair projects with minimal supervision from the Supervisor of Streets. Funding for this new position is already included within the 2019 budget, with 67.5% coming from the Highways account (A5111-115) and 32.5% coming from the Stormwater account (SD8141-115). An Equal Opportunity Employer with a commitment to workforce diversification.
.3 Consent.2 Request to Release Funds from the 2019 Authorized Contingency Fund for the Tompkins Center for History & Culture WHEREAS, the Tompkins Center for History and Culture (TCHC) has requested financial support from the City toward their Capital campaign to purchase and build a new facility on the Ithaca Commons, and WHEREAS, as part of the 2019 Authorized City of Ithaca Budget, $5,000 was placed in Restricted Contingency for the purpose of providing financial support to said TCHC Capital Campaign; now, therefore be it RESOLVED, That Common Council hereby authorizes and directs the City Controller to make the following appropriation to the 2019 Authorized Budget: Decrease: Appropriation Account A1990 Restricted Contingency $5,000 Increase Appropriation Account A1210-5435 Mayor Contract $5,000 for the purpose of transferring funds to the Tompkins Center for History and Culture Capital Campaign. CA Agenda 12/19/18
.3 Consent.3 Request to Release Funds from the 2019 Authorized Contingency Fund for the Mental Health Court Resource Coordinator WHEREAS, the Department of Mental Health Services, the City of Ithaca and the Ithaca City Court have agreed to partner on the creation of a Mental Health Court Resource Coordinator to serve as a liaison between the Court, treatment providers, case managers, attorneys, law enforcement, court clerks and all other relevant stakeholders on behalf of individuals diagnosed with mental health conditions or co-occurring disorders, and WHEREAS, as part of the 2019 Authorized City of Ithaca Budget, $25,000 was placed in Restricted Contingency for the purpose of providing funding assistance for the Mental Health Court Resource Coordinator, and WHEREAS, the said coordinator position will be an employee of Tompkins County with necessary funds budgeted in the County s 2019 budget, and WHEREAS, this one-time funding is intended to demonstrate a need for Mental Health Court in Tompkins County to leverage future ongoing funding from the New York State Office of Court Administration; now, therefore be it RESOLVED, That Common Council hereby authorizes and directs the City Controller to make the following appropriation to the 2019 Authorized Budget: Decrease: Appropriation Account A1990 Restricted Contingency $25,000 Increase: Appropriation Account A1010-5435 Legislative Contracts $25,000 for the purpose of transferring said funds to Tompkins County to provide funding assistance for the Mental Health Court Resource Coordinator. CA Agenda 12/19/18
Memorandum To: City Administration Committee From: Frank Kruppa Public Health Director Tompkins County Re: Mental Health Court Coordinator Funding The Tompkins County Department of Mental Health Services, the City of Ithaca, and the Ithaca City Court have agreed to partner on the creation of a Mental Health Court Resource Coordinator to serve as a liaison between the Court, treatment providers, case managers, attorneys, law enforcement, court clerks and all other relevant stakeholders on behalf of individuals diagnosed with mental health conditions or cooccurring disorders. This one-time funding is intended to demonstrate a need for a Mental Health Court in Tompkins County to leverage future ongoing funding from the New York State Office of Court Administration. Revenues Tompkins County Contribution $50,000 City of Ithaca Contribution $25,000 Expenses Mental Health Court Resource Coordinator $43,153 Program Expense $10,784 Fringes $21,063 The position began a thirty day anticipated vacancy advertisement period on December 13, 2018, pending final approval of funding by Tompkins County and the City of Ithaca. Interviews will not begin until mid-january with an anticipated start date of mid-february. Inclusion Through Diversity
3. Consent.4 IFD - Award of Bid Protective Jacket and Pants WHEREAS, bids were received and opened on December 11, 2018, and reviewed by staff for the 2018 Fire Department Protective Jacket and Pants, and WHEREAS, staff recommends that the low bid of $2,119 per set of Jacket and Pants from Halo First Responder Products, Elmira, New York be accepted; now, therefore be it RESOLVED, That Common Council hereby accepts staff s recommendation and awards the bid for the 2018 Fire Department Protective Jacket and Pants to Halo First Responder Products, Elmira, New York for their low bid meeting specifications, and be it further RESOLVED, That Common Council hereby authorizes the Fire Chief to enter an agreement for said acquisition. CA Agenda 12/19/18
BID TABULATION CITY OF ITHACA, NEW YORK DEPARTMENT:ITHACA FIRE DEPARTMENT BID FOR: PROTECTIVE JACKET AND PANTS FOR STRUCTURAL FIRE FIGHTING OPENING: DECEMBER 11, 2018, 2:00 PM ITEM LAFRANCE EQUIPMENT 516 ERIE STREET ELMIRA, NY 14904 PH (607) 733-5511 jmay@lafrance-equipment.com FIRE-END & CROKER CORP. 7 WESTCHESTER PLAZA ELMSFORD, NY 10523 PH (914) 592-3640 psangen@fire-end.com FIRST OUT RESCUE EQUIPMENT 100 ENSMINGER RD. TONAWANDA, NY 14150 PH (719) 874-2428 petet@firstoutrescue.com NO. QUANTITY DESCRIPTION UNIT COST EXTENSIONS UNIT COST EXTENSIONS UNIT COST EXTENSIONS 1 1 PROTECTIVE JACKET AND PANTS FOR STRUCTURAL FIRE FIGHTING JACKET: $1,406.16 $1,461.60 $1,340.00 PANTS: $1,099.25 $923.40 $950.00 TOTAL AS A UNIT: $2,505.41 $2,385.00 $2,290.00 MANUFACTURER/MODEL GLOBE GXTREME LION FIRE DEX NOTE - SEE BID SHEET FOR ADDITIONAL ITEM (LETTERING) DELIVERY TIME 45-60 DAYS 75-90 DAYS 90 DAYS ADDENDUM NONE NONE NONE BID SECURITY N/A N/A N/A
BID TABULATION CITY OF ITHACA, NEW YORK DEPARTMENT:ITHACA FIRE DEPARTMENT BID FOR: PROTECTIVE JACKET AND PANTS HALO FIRST RESPONDER PRODUCTS 703 ERIE STREET ELMIRA, NY 14904 PH (607) 259-6893 FOR STRUCTURAL FIRE FIGHTING OPENING: DECEMBER 11, 2018, 2:00 PM hal@halofirstresponder.com ITEM NO. QUANTITY DESCRIPTION UNIT COST EXTENSIONS UNIT COST EXTENSIONS UNIT COST EXTENSIONS 1 1 PROTECTIVE JACKET AND PANTS FOR STRUCTURAL FIRE FIGHTING JACKET: $1,199.00 PANTS: $920.00 TOTAL AS A UNIT: $2,119.00 MANUFACTURER/MODEL QUAKER AXIS DELIVERY TIME 75 DAYS ADDENDUM BID SECURITY NONE N/A
5. City Administration, Human Resources and Policy.1 Ordinance Amending Administration and Enforcement of State Parking Garage Code Standards Ordinance No. -2019 An ordinance amending provisions of the City Code regarding Administration and Enforcement of State Parking Garage Code Standards WHEREAS, Executive Law, Section 381 directs the NYS Secretary of State to promulgate rules and regulations prescribing the minimum standards for administration and enforcement of the uniform fire prevention and building code and the state energy conservation construction code, and requires every local government to administer and enforce the uniform fire prevention and building code and state energy conservation construction code unless such local government has specifically opted out as prescribed by state law; and WHEREAS, the Secretary of State regulations are codified in Title 19, Chapter XXXII, requiring every city charged with administration and enforcement to provide for such features as described in 19 NYCRR 1203.3 by enacting local law, ordinance, or other appropriate regulation; and WHEREAS, the New York State Department of State recently amended its regulations to include a new section entitled Condition Assessments of Parking Garages and WHEREAS, the recent regulation amendments require municipalities to establish a code enforcement program for parking garages meeting the criteria and features specified in 19 NYCRR 1203.3; now, therefore BE IT ORDAINED AND ENACTED by the Common Council of the City of Ithaca as follows: Section 1. Legislative Intent and Purpose. The Common Council makes the following findings of fact: A. Maintaining safe parking garages is a priority for the City. B. The City has elected to administer and enforce the uniform fire prevention and building code and state energy conservation construction code, and by the amended regulations, is now required to implement an enforcement program for inspection of parking garages. C. Therefore, the Common Council intends for this ordinance to implement the above-described enforcement program for inspection of parking garages. CA Agenda 12/19/18
Section 2. Amendment of Section 181-9, Operating permits for certain uses and materials; fees. The Ithaca Municipal Code shall be amended so as to create, at the end of 181-9(E), a new subsection (14) as follows: (14) Parking Garages as defined in 181-18(A); (a) An operating permit shall be obtained from the Chief of the Fire Department or the Fire Marshal for the operation of a Parking Garage prior to such operation. (b) The Chief of the Fire Department or the Fire Marshal may promulgate reasonable rules and regulations for the granting of permits, including but not limited to requiring; [1] the submittal of plans and/or specifications for such structure; [2] initial condition assessments; [3] periodic condition assessments; and [4] the installation and/or testing records for fire protection equipment or systems in use of said structure. (c) Upon receipt of such application, the Chief of the Fire Department or the Fire Marshal shall cause the Parking Garage to be inspected for compliance with the Uniform Fire Prevention and Building Code of New York State. (d) No permit for a Parking Garage shall be granted if, in the opinion of the Chief of the Fire Department or the Fire Marshal, such structure is not in compliance with the Uniform Fire Prevention and Building Code. (e) An operating permit for an area of Parking Garage shall be effective for a period not to exceed three (3) years. An application for renewal must be made prior to the expiration of the current permit. (f) An operating permit for a Parking Garage may be suspended or revoked if, in the opinion of the Chief of the Fire Department or the Fire Marshal, there is a violation of the Uniform Fire Prevention Code of New York State resulting in immediate danger to the life or health of occupants thereof. (g) Fees for an operating permit for Parking Garages or for renewal of such permit shall be established by the Chief of the Department, according to 181-9F of this article. Section 3. Creation of Section 181-18, Condition Assessments of Parking Garages. The Ithaca Municipal Code shall be amended so as to create a new Section 181-18 as follows: 181-18 Condition Assessments of Parking Garages CA Agenda 12/19/18
A. Definitions. For the purposes of this section: (1) the term condition assessment means an on-site inspection and evaluation of a parking garage for evidence of deterioration of any structural element or building component of such parking garage, evidence of the existence of any unsafe condition in such parking garage, and evidence indicating that such parking garage is an unsafe structure; (2) the term deterioration means the weakening, disintegration, corrosion, rust, or decay of any structural element or building component, or any other loss of effectiveness of a structural element or building component; (3) the term parking garage means any building or structure, or part thereof, in which all or any part of any structural level or levels is used for parking or storage of motor vehicles, excluding: a. buildings in which the only level used for parking or storage of motor vehicles is on grade; b. an attached or accessory structure providing parking exclusively for a detached one- or two-family dwelling; and c. a townhouse unit with attached parking exclusively for such unit; (4) the term professional engineer means an individual who is licensed or otherwise authorized under Article 145 of the Education Law to practice the profession of engineering in the State of New York and who has at least three years of experience performing structural evaluations; (5) the term responsible professional engineer means the professional engineer who performs a condition assessment, or under whose supervision a condition assessment is performed, and who seals and signs the condition assessment report. The use of the term responsible professional engineer shall not be construed as limiting the professional responsibility or liability of any professional engineer, or of any other licensed professional, who participates in the preparation of a condition assessment without being the responsible professional engineer for such condition assessment. (6) the term unsafe condition includes the conditions identified as unsafe in section 304.1.1, section 305.1.1, and section 306.1.1 of the 2015 edition of the International Property Maintenance Code (or publication currently incorporated by reference in 19 NYCRR Part 1226); and (7) the term unsafe structure means a structure that is so damaged, decayed, dilapidated, or structurally unsafe, or is of such faulty construction or unstable foundation, that partial or complete collapse is possible. B. Condition Assessments general requirements. The owner-operator of each parking garage shall cause such parking garage to undergo an initial condition assessment as described in subdivision (C) of this section, periodic condition CA Agenda 12/19/18
assessments as described in subdivision (D) of this section, and such additional condition assessments as may be required under subdivision (E) of this section. Each condition assessment shall be conducted by or under the direct supervision of a professional engineer. A written report of each condition assessment shall be prepared, and provided to the Chief of the Fire Department in accordance with the requirements of subdivision (F) of this subsection. Before performing a condition assessment (other than the initial condition assessment) of a parking garage, the responsible professional engineer for such condition assessment shall review all available previous condition assessment reports for such parking garage. C. Initial Condition Assessment. Each parking garage shall undergo an initial condition assessment as follows: (1) New parking garages shall undergo an initial condition assessment following construction and prior to a certificate of occupancy, certificate of compliance, or operating permit being issued for the structure, (2) Existing parking garages shall undergo an initial condition assessment as follows: a. if originally constructed prior to January 1, 1984, then prior to October 1, 2019 b. if originally constructed between January 1, 1984 and December 31, 2002, then prior to October 1, 2020; and c. if originally constructed between January 1, 2003 and the effective date of the rule adding this subdivision to 19 NYCRR section 1203.3, then prior to October 1, 2021. D. Periodic Condition Assessments. Following the initial condition assessment of a parking garage, such parking garage shall undergo periodic condition assessments at intervals not to exceed three (3) years. E. Additional Condition Assessments. (1) If the latest condition assessment report for a parking garage includes a recommendation by the responsible professional engineer that an additional condition assessment of such parking garage, or any portion of such parking garage, be performed before the date by which the next periodic condition assessment would be required under subdivision (C) of this section, the Chief of the Fire Department or their designee shall require the owner or operator of such parking garage to cause such parking garage (or, if applicable, the portion of such parking garage identified by the responsible professional engineer) to undergo an additional condition assessment no later than the date recommended in such condition assessment report. (2) If the Chief of the Fire Department or the Fire Marshal become aware of any new or increased deterioration which, in the judgment of the Chief of the Fire Department or Fire Marshal, indicates that an additional condition assessment of the entire parking garage, or of the portion of the parking garage affected by such new or increased deterioration, should be performed before the date by CA Agenda 12/19/18
which the next periodic condition assessment would be required under subdivision (C) of this section, the Chief of the Fire Department or Fire Marshal shall require the owner or operator of such parking garage to cause such parking garage (or, if applicable, the portion of the parking garage affected by such new or increased deterioration) to undergo an additional condition assessment no later than the date determined by the Chief of the Fire Department or Fire Marshal to be appropriate. F. Condition Assessment Reports. The responsible professional engineer shall prepare, or directly supervise the preparation of, a written report of each condition assessment, and shall submit such condition assessment report to the Chief of the Fire Department within thirty (30) days. Such condition assessment report shall be sealed and signed by the responsible professional engineer, and shall include: (1) an evaluation and description of the extent of deterioration and conditions that cause deterioration that could result in an unsafe condition or unsafe structure; (2) an evaluation and description of the extent of deterioration and conditions that cause deterioration that, in the opinion of the responsible professional engineer, should be remedied immediately to prevent an unsafe condition or unsafe structure; (3) an evaluation and description of the unsafe conditions; (4) an evaluation and description of the problems associated with the deterioration, conditions that cause deterioration, and unsafe conditions; (5) an evaluation and description of the corrective options available, including the recommended timeframe for remedying the deterioration, conditions that cause deterioration, and unsafe conditions; (6) an evaluation and description of the risks associated with not addressing the deterioration, conditions that cause deterioration, and unsafe conditions; (7) the responsible professional engineer s recommendation regarding preventative maintenance; (8) except in the case of the report of the initial condition assessment, the responsible professional engineer s attestation that he or she reviewed all previously prepared condition assessment reports available for such parking garage, and considered the information in the previously prepared reports while performing the current condition assessment and while preparing the current report; and (9) the responsible professional engineer s recommendation regarding the time within which the next condition assessment of the parking garage or portion thereof should be performed. In making the recommendation regarding the time within which the next condition assessment of the parking garage or portion thereof should be performed, the responsible professional engineer shall consider the parking garage s age, maintenance history, structural condition, construction materials, frequency and intensity of use, location, exposure to the elements, and any other factors deemed relevant by the responsible professional engineer in his or her professional judgment. G. Review Condition Assessment Reports. CA Agenda 12/19/18
(1) The Chief of the Fire Department or Fire Marshal shall take such enforcement action or actions in response to the information in such condition assessment report as may be necessary or appropriate to protect the public from the hazards that may result from the conditions described in such report. In particular, but not by way of limitation, the Chief of the Fire Department or Fire Marshal shall, by Order to Remedy or such other means of enforcement as the Chief of the Fire Department or Fire Marshal may deem appropriate, require the owner or operator of the parking garage to repair or otherwise remedy all deterioration, all conditions that cause deterioration, and all unsafe conditions identified in such condition assessment report pursuant to paragraphs (2) and (3) of subdivision (F) of this subsection. (2) The Chief of the Fire Department shall forward all condition assessment reports and other pertinent information that may indicate an unsafe building or structure to the Director of Planning and Development. (3) The Director of Planning and Development or designee shall take such enforcement action or actions in response to the information in such condition assessment report as may be necessary or appropriate to protect the public from an Unsafe Structure. In particular, but not by way of limitation, the Director of Planning and Development or designee shall, by Order of Remedy or such other means of enforcement, require the owner or operator of the parking garage to limit or prohibit occupancy of an unsafe parking garage. (4) All repairs and remedies shall comply with the applicable provisions of the Uniform Code and the Code of the City of Ithaca, including but not limited to the provisions of City Code 146-5 Building permits. (5) This section shall not limit or impair the right of the Chief of the Fire Department to take any other enforcement action, including but not limited to suspension or revocation of a parking garage s operating permit, as may be necessary or appropriate in response to the information in a condition assessment report. (6) This section shall not limit or impair the right of the Director of Planning and Development or their designee to take any other enforcement action or actions related to an Unsafe Structure as regulated under Chapter 146 of the City Code. H. The City of Ithaca shall retain all condition assessment reports for the life of the parking garage. Upon request by a professional engineer who has been engaged to perform a condition assessment of a parking garage, and who provides the Ithaca Fire Department with a written statement attesting to the fact that he or she has been so engaged, the City of Ithaca shall make the previously prepared condition assessment reports for such parking garage (or copies of such reports) available to such professional engineer. The City of Ithaca shall be permitted to require the owner or operator of the subject parking garage to pay all costs and expenses associated with making such previously prepared condition assessment reports (or copies thereof) available to the professional engineer. I. This section shall not limit or impair the right or the obligation of the City of Ithaca: CA Agenda 12/19/18
(1) to perform such construction inspections as are required by 146-6 Construction inspections ; (2) to perform such periodic fire safety and property maintenance inspections as are required by 181-16 of this Chapter, entitled Fire safety and property maintenance inspections ; and (3) to take such enforcement action or actions as may be necessary or appropriate to respond to any condition that comes to the attention of the Chief of the Fire Department by means of its own inspections or observations, by means of a complaint, or by any other means other than a condition assessment or a report of a condition assessment. Section 4. Severability clause. Severability is intended throughout and within the provisions of this ordinance. If any section, subsection, sentence, clause, phrase, or portion of this ordinance is held to be invalid or unconstitutional by a court of competent jurisdiction, then that decision shall not affect the validity of the remaining portions of this ordinance. Section 5. Effective date. This ordinance shall take effect immediately upon publication as provided in the City Charter. CA Agenda 12/19/18